Interview Questions for an Executive Administrative Assistant

by Sherrie Scott, Demand Media

Executive administrative assistants perform important tasks.

secretary taking notes image by jimcox40 from Fotolia.com

Executive administrative assistants provide support to top level management within an organization. Although some executive administrative assistants perform traditional clerical functions, such as answer the phone, file paperwork and fax documents, many assistants handle more complex tasks. They review memos, arrange conference calls and often prepare comprehensive reports. Because the nature of the executive administrative assistant's job requires a specialized set of skills, interview questions for the position reflect the responsibilities the assistant will face each day on the job.

Roles and Responsibilities

An job candidate must be familiar with the duties of the executive administrative assistant position. An interviewer could ask, "What do you feel are the most important responsibilities of the executive administrative assistant position?" The candidate should answer this question with at least three examples of an executive administrator's most critical responsibilities, such as maintaining executives' schedules, arranging meetings and supervising interoffice projects. The interviewer also might ask the candidate to give specific examples of daily tasks in her previous role. For instance, "What was a typical day like in your previous office?" or "Please describe your daily responsibilities in your previous office." In answering these questions, the candidate should offer specific details about her daily activities and how they helped support the executive staff.

Work Situations

An applicant should prepare for situational questions during the interview. These questions help the interviewer determine how the applicant will react or respond to circumstances that may arise in the workplace. In the executive administrative assistant role, it is highly likely that the employer will delegate certain responsibilities to the assistant with limited direction. An interviewer might ask, "What would you do if an executive gave you an assignment with limited instructions?" An interviewer also might ask, "What would you do if your failure to manage an executive's schedule properly caused her to miss an important budget meeting?" In answering these types of questions, the candidate should discuss the necessary steps to complete a task or correct a mistake in the most efficient manner possible.

Hours and Flexibility

The executive administrative assistant position requires reliability and flexibility. The employer may require an assistant to stay after hours to complete a project or work weekends if a deadline is near. To understand an applicant's schedule flexibility, an interviewer might ask, "Would you be willing to work off-peak hours if your executive had a project that required your immediate attention?" Similarly, the interviewer might ask an open-ended question to gauge the candidate's adaptability to the organization's needs such as, "What would you do if you were behind in your reports and your executive needed them the following morning?" The candidate must prove he is willing to occasionally adjust his personal schedule to provide administrative support. Experienced administrative assistants are familiar with this and willingly work when necessary to meet the needs of the executive.

Previous Employment

An executive administrative assistant will likely encounter questions about her employment history. These questions allow the interviewer to understand more about the relationship the applicant had with her previous boss. An interviewer might ask, "What did you like most about your previous executive?" or "What did you like least?" An interviewer also might ask, "What would your previous executive say are your greatest strengths and weaknesses?" When answering questions about a former employer, it is important for the candidate to be respectful and not speak negatively. This could give the interviewer the impression that the applicant does not work well with others.

About the Author

Sherrie Scott is a freelance writer in Las Vegas with articles appearing on various websites. She studied political science at Arizona State University and her education has inspired her to write with integrity and seek precision in all that she does.

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